N.J. Admin. Code § 6A:23A-18.21

Current through Register Vol. 56, No. 24, December 18, 2024

Section 6A:23A-18.21 - Travel

(a) Each APSSD shall ensure the effective and efficient use of funds by adopting and implementing policies and procedures related to the use of funds for travel by its employees and officials.

(b) Travel expenditures shall be defined as the costs paid by the APSSD, whether directly by the APSSD or by employee reimbursement, for travel by APSSD employees to training and seminars, conventions and conferences, and APSSD-sponsored events or attendance at meetings or conferences. Costs may include transportation, meals, lodging, and registration or conference fees directly related to participation in an event. Travel expenditures shall not include the cost of mileage reimbursement or tolls for travel carried out in the performance of regularly assigned job functions such as, but not limited to, travel between commonly owned APSSDs.

(c) Regular business travel expenditures shall be educationally necessary and fiscally prudent and shall be directly related to, and within the scope of, the employee's or APSSD's current responsibilities and/or professional development plan(s).

(d) The amount of travel expenditures included within the certified actual cost per student each year shall be the lesser of the following:

1. One-quarter of one (.25) percent of an APSSD's total actual allowable costs in the current fiscal year, not including travel expenditures; or

2. Twenty thousand dollars ($ 20,000).

(e) APSSDs may apply for a waiver of the travel expenditure limitations in (d) above. Waiver requests shall be in writing and submitted to the Commissioner, or his or her designee, prior to the end of the fiscal year for which the waiver is sought. Waiver requests shall be submitted in advance of the travel and will be approved only in instances where the APSSD demonstrates that, due to the limitations imposed under (d) above, APSSD staff attendance at a necessary or required professional development opportunity or training will result in non-allowable costs.

1. The name, location, and date(s) of the event supported by a copy of the agenda or program for the event;

2. A statement justifying the necessity for each staff member(s) attendance, including the primary purpose of the event, the relevance of the event to the staff member's work duties, and how the event will improve instruction or the operation of the APSSD; and

3. A detailed budget for the event, including, but not limited to, the travel method(s) and cost, identification of the hotel or other accommodation and the rate per night, total meal allowance, and the cost of registration.

(f) Any travel expenditure(s) that exceeds the limits in (d) above without an approved waiver shall be considered a non-allowable cost consistent with N.J.A.C. 6A:23A-18.6(a)70.

(g) The following types of expenditures shall not be eligible for inclusion in the certified actual cost per student:

1. Travel expenditures by employees whose duties are unrelated to the travel event's purpose or who are not required to attend to meet continuing education requirements or to comply with law or regulation;

2. Travel by spouses, civil union partners, domestic partners, immediate family members, or other relatives or unrelated persons who are not school employees;

3. Costs for employee attendance for coordinating other attendees' accommodations at the travel event;

4. Lunch or refreshments for training sessions, professional development, and retreats held within the APSSD, including in-service days beyond the limitations at N.J.A.C. 6A:23A-18.6(a)18;

5. Training to maintain a certification that is not required as a condition of employment;

6. Charges for laundry, valet service, or entertainment;

7. Limousine services and chauffeuring costs to or during an event;

8. Alcoholic beverages;

9. Entertainment costs, including, but not limited to, amusement, diversion, and social activities, and any directly associated costs;

10. Gratuities or tips in excess of those permitted by the Federal per diem rates;

11. Hospitality rooms;

12. Souvenirs, memorabilia, promotional items, or gifts;

13. The cost associated with a conference, meeting, or seminar held in countries not contiguous to the United States; and

14. Other travel expenditures that are unnecessary and/or excessive.

N.J. Admin. Code § 6A:23A-18.21

Adopted by 49 N.J.R. 1855(a), effective 7/3/2017